Hypersonica - Executive Assistant
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Requirements
• Top‑tier EA background in a demanding, high‑pace setting (e.g., senior‑partner support at a leading consultancy or equivalent C‑suite environment). • Fluent in English and German (written/spoken); confident across formal correspondence and live stakeholder calls; additional European languages a plus. • Unflappable phone presence and stakeholder savvy—from founders to senior officials—matching tone, protocol, and urgency. • Operationally excellent: you see around corners, structure ambiguity, and keep multiple missions moving without dropping detail. • High integrity & discretion: trusted with sensitive, often time‑critical matters; instinct for when to push, when to shield, when to involve. • Tooling: fast with Outlook/Teams/Office, calendar/email rules, document versioning; able to spin up trackers in Excel/Sheets; comfort with Lever/ATS is a plus. • Logistics athlete: experienced in visas, site access, and conference ops; willing to support after‑hours peaks when the mission requires. • Security & work authorisation: eligible to work in Germany; able to pass background checks and, where needed, UK/EU security vetting.
Responsibilities
• Be the force‑multiplier to our CEO & CTO (founders) and leadership team: protect time, set priorities, and keep critical workflows moving in a high‑tempo environment. • Own complex scheduling and comms: orchestrate multi‑time‑zone calendars, inbox triage, document flow, and board/executive correspondence; draft crisp notes, briefs, and follow‑ups. • Pick up the phone, comfortably place calls and secure appointments with senior external stakeholders; adapt to hierarchical processes, prepare talking points, protocol notes, and confirm logistics end‑to‑end. • Run high‑stakes engagements: from defence/industry meetings to conference weeks, you’ll build briefings, guest lists, seating, security clearances, and minute‑taking with disciplined discretion. • Coordinate travel at pace: build tight, changing itineraries (flights, hotels, ground, visas, site access) and reconcile expenses without prompting. • Drive special projects: own small cross‑functional projects for Operations/CEO Office (docs, trackers, vendor coordination, event ops) and close loops fast. • Guard confidentiality and compliance: handle sensitive information (export‑controlled, commercial, personal) with rigorous judgement; escalate issues early and ethically.
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